The Islamic Council Of Victoria – West Melbourne VIC

Organisation: Islamic Council of Victoria

Employment status: Full-Time (1.0 FTE), Fixed Term until 30 June 2027, with the possibility of extension. A probationary period applies in accordance with the employment contract

Remuneration: $80,167 per year (including super)

Reports to: ICV Chief Executive Officer

Work location: Hybrid, with regular in-person attendance is required, including at ICV office at Level 2, 66-68 Jeffcott St, West Melbourne VIC 3003

Office Number: (03) 9328 2***

Office Email: *****@icv.org.au

Start Date: Immediate

The Islamic Council of Victoria
The Islamic Council of Victoria (ICV) is the peak body for Muslim organisations in Victoria. The ICV represents the wider Victorian Muslim community and has more than 85 member societies located throughout metropolitan Melbourne and regional Victoria.

The ICV's vision is to build a better community for all Australians through the empowerment of Muslims in Victoria. The ICV aims to fulfil this vision through the provision of advocacy and social welfare services, and in consultation and cooperation with governments, multifaith communities, service providers and wider society. The organisation is firmly committed to providing support for, and protecting the rights of, Victorian Muslims.

Role Purpose

The Executive Assistant provides administrative and operational support across ICV, working closely with the Chief Executive Officer and General Manager. This role assists in the smooth running of the organisation by supporting key functions including board support, governance, and member organisation engagement.

Main Tasks & Responsibilities

Share ICV’s values, mission, and vision

Provide executive assistance across the organisation, working closely with the Chief Executive Officer and General Manager, including:

Facilitating engagement with key stakeholders (both internal and external) to ensure timely feedback for all parties

Managing correspondence and supporting with the preparation of written materials

Provide office management and project coordination support to the broader organisation, in particular coordinating the completion of key tasks, ensuring records management standards are maintained (paper and electronic), office set-up, building liaison and mail services

Coordinate executive communications, including taking calls, responding to emails and interfacing with stakeholders

Prepare internal and external documents for staff and stakeholders

Help to organise and attend meetings, events, workshops and seminars for the organisation, including events such as Ramadan,



Mosque Open Day, Annual Dinners, etc.

Supporting the Events and Social Media Teams

Manage the Admin calendar appointments, records and correspondence, coordinate travel arrangements, room/floor bookings, set up and support meetings to facilitate the effective management of Executives’ agendas.

External stakeholder management and follow up

Develop, maintain, and update administrative practices, systems, and procedures to improve productivity

Liaise across internal and external stakeholders in relation to cross-functional or team-oriented programs/activities

Management of Social Media Platforms, including writing/creating posts and content, and monitoring and responding to messages, comments and enquiries received through social media channels

Supports day-to-day operations including staff and volunteers, and ensures a smoothly functioning efficient organisation

Work closely with Mosque caretaker and volunteers to ensure smooth operations of City Mosque

Work closely with the Accounts department to ensure timely payments and receipt

Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the organisation

Compliance, Reporting and Professional Development

Participate in required training, supervision, inductions, and professional development activities as directed

Attend and contribute to team meetings, ICV events, and broader program and organisational activities as required

Comply with all ICV policies, procedures and applicable legal obligations, including mandatory reporting

Follow ICV's internal incident reporting and escalation procedures

Take reasonable care for your own health and safety and that of others, follow ICV work health and safety procedures, and report hazards and incidents

Maintain confidentiality and comply with privacy and data-handling obligations

Other

Undertake any other duties or responsibilities reasonably required by the employer that are consistent with the role and the employee's skills and experience

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities.



The order in which duties and responsibilities are listed is not necessarily significant.

Key Selection Criteria

Technical Expertise

Excellent interpersonal skills with the confidence to liaise with stakeholders up to senior levels within the sector, government, and other organisations

Have knowledge of and a genuine interest in multiculturalism, cultural diversity, and social inclusion, and will be comfortable with diversity and respectful of a wide range of faiths, beliefs, and experiences

Demonstrated ability to apply critical thinking, judgment, and discretion to all matters

Ability to work in a sensitive, complex, and demanding environment, and demonstrate a high level of initiative with the capability to think ahead and anticipate

Demonstrated ability to be solution-focused and flexible to accommodate shifting priorities, while being able to maintain calm and professional in the face of challenges

Strong written and communication skills with excellent attention to detail

Ability to work strongly in a team and independently, manage competing priorities and maintain productivity in a remote working environment

Strong organisational, project management and problem-solving skills with impeccable multi-tasking abilities

Be responsive and attend to requests and queries from key stakeholders & management in a timely manner.

Skills and knowledge

Superb written and verbal communication skills

Strong time-management skills and the ability to organize and coordinate multiple projects at once

Basic accounts payable and receivable

High proficiency in Microsoft suites, Office 365, Teams, Zoom, Calendars, Spreadsheets, Mailchimp, Google Sheets, Adobe Acrobat, with an ability to learn firm-specific programs and software

Demonstrated ability and knowledge of social media platforms such as Facebook, Instagram, LinkedIn, Twitter, etc.

Understanding of Social Media Publishing and Analytics Tools

Suitable remote working facilities when WFH

Minimum two years’ experience in a personal/executive assistant capacity, with appropriate qualifications

Friendly and professional demeanour with a can-do attitude

Demonstrated abilities in managing complex diaries and travel arrangements, and tasks prioritisations

Demonstrated experience with web content management systems and tools (particularly WordPress), CRM’s, Google Analytics

Ability and proficiency to rapidly learn new software and systems as needed

An understanding of and experience in working with the Muslim community in Victoria is highly desirable.

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📌 Executive Assistant (Melbourne)
🏢 The Islamic Council Of Victoria
📍 Melbourne